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Job Description

Administrative Coordinator

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The Massachusetts General Hospital, Ragon Institute of MGH, MIT and Harvard, seeks to establish a model of scientific collaboration that links clinical, translational and basic science to tackle the greatest global health challenges related to infectious disease research.

The Ragon Institute is a results-oriented group of highly motivated scientists from the fields of immunology, virology, genetics, vaccinology, and technology development. At every level, we value intelligence, teamwork, dedication and creativity, and we're always looking for people with those skills who thrive in teams and dynamic environments.

Reporting to the Program Manager (PM), the Administrative Coordinator will provide a wide range of administrative support for 3-5 senior level staff, Group Leaders (GL). This will include calendar management,scheduling meetings, coordinating meeting logistics, researching and preparing materials, and serving as a key point of contact for the Institute and other constituents in a professional, courteous, and helpful manner. Will assist with individual projects and execute a variety of administrative tasks and activities, as assigned by the PM and GL’s, crucial to the efficient operation of the RagonAdministrative office by working collaboratively and maintaining an upbeat and positive attitude that supports the mission of the Ragon Institute.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

  • Provides confidential administrative support for the multiple Group Leaders, Program Manager, and other Directorate staff members (as needed), including but not limited to managing their respective schedule/calendar, scheduling meetings, arranging domestic/international travel, submitting expense reports and assisting in various projects assigned (25% of time).
  • Responsible for record keeping. Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
  • Assists withgeneral office coverage, including but not limited to, answering multiple phone lines, greeting visitors, creating presentations, filing, reserving and coordinating conference rooms, video and teleconferencing, and serving as back up support to the office ofthe Administrative team.
  • Collaborateswith the Program Manager and other Administrative staff with project managementto improve institutional support, efficiency and productivity; including planning, executing and implementing new initiatives.
  • Processes electronic reimbursements,invoices and vendor check requests as needed.
  • Serves as a point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues.
  • Assists with organizing and facilitating meetings, conferences, seminars and other special events, as required.
  • Oversees the day-to-day management of supplies and equipment for the Administrative office, as appropriate.
  • Managesreconciliations and authorizations for special events, as necessary.

More specific duties would include:

  • Process catering orders as well as parking validation and taxi voucher distribution and ordering.
  • Set up interviews with applicants and staff as needed.
  • Order, track, and provide overall coordination of office needs and supplies, includingequipment purchases and upgrades, such as computer hardware and software.
  • Maintain and update calendars in MS Outlook, schedule meetings and events as necessary.
  • Reserve conference rooms and conference lines for calls as needed, and distribute relevant information to meeting participants, such as meeting agendas and handouts.
  • Record meeting minutes, action items and notes as necessary, and distribute them to the relevant constituents in a timely fashion.
  • Arrange conference related travel and reimbursements as necessary.
  • Assist with planning for annual Scientific Advisory Boards, Board Meetings, Employee Retreats and other meetings and events as needed.

QUALIFICATIONS:

Proficiency in MS Office applications. Three to five year experience in office and/or research or academic settings preferred. BA/BS required, related field preferred. Must be comfortable with both Mac and PC platforms.

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

  • Excellent calendar management skills, and the ability to manage complex operations in fast-paced environment.
  • Executive-level interpersonal skills needed to interact with all levels of management including but not limited to: senior level MGH, MIT and Harvard University administrators, senior level NIH staff, and other funding agency executive staff, external executives ranging from hospital-based to corporate-based, radio/television hosts, and other media staff.
  • Must have strong administrative, communication, problem solving and computer skills, with a working knowledge of PC’s and Mac platforms.
  • Must be adept at working in a fast-paced environment, demanding strong organizational skills and ability to efficiently and reliably prioritize tasks.
  • Ability to anticipate any problems or issues that may arise, internal or external.
  • Ability to conduct/assist appropriately in difficult situations.
  • This is a highly confidential position and it is necessary to interact with all members of the executive office staff.
  • Must be highly motivated and able to proactively initiate projects with the Group Leaders and Program Manager’s guidance.
  • Proven ability to work with multiple deadlines and multiple priorities required.
  • Performs various job-related tasks and projects with diverse constituencies as assigned.
  • Skilled in both Windows and Mac platforms, with MS Office, diverse internet browsers (Chrome, Safari, Firefox), web communication tools, and other cloud based applications such as WebEx, Conference Plus and Dropbox.
  • Flexibility, adaptability and ability to work in a changing environment required.
  • Some evening and Weekend work related to special events and meetings maybe required.
  • A cover letter, resume and references required.

WORKING CONDITIONS:

Shared office setting

APPROVAL:

(NAME)

Department Manager: ______Title: ______Date: ______

(NAME)

Other, As Appropriate:______Title: ______Date: ______

The above is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of personnel so classified.